Office Receptionist

Roles and responsibilities

Greet and welcome guests in a professional and friendly manner, ensuring a positive first impression.

Answer and direct telephone calls, take messages and provide information as needed.
Manage and maintain a clean and organized reception area, ensuring it is well stocked with necessary supplies.
Schedule and coordinate appointments and meetings, ensuring all participants are informed and prepared.
Receive and process incoming and outgoing mail and packages, and distribute to appropriate recipients.
Assist with administrative tasks such as data entry, filing, and document preparation.
Handle customer inquiries and complaints, providing accurate and timely resolutions.
Maintain the confidentiality and security of sensitive information.
Collaborate with other team members and departments to ensure smooth operations.
Remain up to date with organization policies and procedures to provide accurate information to guests and employees.

Candidate Profile Required

Excellent communication and interpersonal skills, with the ability to communicate effectively with a diverse group of individuals.
Strong attention to detail and strong organizational skills to handle multiple tasks and prioritize effectively.
Proficient in the use of office equipment such as telephone systems, printers and computers.
Previous experience in a reception or customer service role preferred.
Professional appearance and demeanor, with a friendly and welcoming attitude.
Ability to handle difficult situations calmly and problem-solving skills.
Strong customer service skills, with the ability to provide accurate and timely information.
Knowledge of basic administrative and clerical procedures.
Ability to maintain confidentiality and handle sensitive information with discretion.
Flexibility and adaptability to handle changing priorities and work in a fast-paced environment.

Desired candidate profile

Key Responsibilities of a Receptionist:

1. Greeting and Welcoming Visitors

   • Welcoming guests and visitors in a friendly and professional manner.
   • Directing visitors to the appropriate department or person, and ensuring they are comfortable while they wait.

2. Managing Telephone Calls

   • Answering incoming calls promptly and professionally.
   • Transferring calls to the relevant department or individual.
   • Taking messages and relaying them accurately if the person is unavailable.

3. Handling Reservations and Bookings

   • In hotels, restaurants, or event venues, receptionists are responsible for booking rooms, tables, or event spaces.
   • Confirming reservations and processing changes or cancellations as needed.

4. Maintaining Reception Area

   • Ensuring that the reception area is clean, tidy, and well-organized.
   • Displaying company brochures, promotional material, or relevant notices for visitors.

5. Managing Visitor Logs

   • Keeping records of visitors who enter and exit the premises.
   • Issuing visitor badges or security passes when necessary and ensuring the security of the building.

6. Administrative Support

   • Performing general administrative duties such as scheduling appointments, maintaining calendars, and filing documents.
   • Assisting with mail, packages, and deliveries (sorting, directing, or signing for items).

7. Managing Incoming and Outgoing Mail

   • Sorting and distributing incoming mail.
   • Preparing outgoing mail or packages for dispatch.

8. Security Responsibilities

   • Monitoring security cameras and ensuring that the reception area is secure.
   • Ensuring that visitors follow proper check-in procedures, and notifying security of any issues or irregularities.

9. Managing Inquiries and Requests

   • Answering general questions about the company, its products, services, or policies.
   • Assisting with any immediate needs of guests or visitors, such as providing directions or information about amenities.

10. Handling Cash and Payment Transactions

• In some industries (e.g., hospitality, events), receptionists may handle payment transactions, including processing payments for bookings, checking in guests, or selling products.
• Managing petty cash for small office or company needs.